Client Overview
Our esteemed client, a distinguished family office based in Palo Alto, CA, has entrusted us with identifying an exceptional Office Assistant to join their team. This discreet organization manages the personal and professional affairs of a high-net-worth family, offering a unique and rewarding work environment for the right candidate.
Position Summary
On behalf of our client, we are seeking a highly capable and trustworthy individual to serve as their Office Assistant. This role is critical in ensuring the smooth operation of the family office, primarily supporting the family's personal representative and their assistant. The ideal candidate will demonstrate unwavering discretion, meticulous attention to detail, and the ability to juggle multiple priorities with grace and efficiency.
Key Responsibilities
Oversee day-to-day office operations, including supply management and maintenance of filing systems
Assist in project management for various family initiatives
Coordinate and schedule meetings with subcontractors and service providers
Handle and organize sensitive documents, including financial records, legal papers, and property management files
Act as a liaison with the family's Virtual Assistant Company (VAC) when necessary
Establish and manage service accounts
Execute errands as directed by the family representative
Uphold the highest standards of confidentiality in all aspects of the role
Qualifications
2-3 years of administrative experience, preferably in a private office or high-net-worth household setting
College degree is preferred but not required
Exceptional organizational and time management skills
Advanced proficiency in Microsoft Office Suite, particularly Word and Excel
Familiarity with Google Workspace (Gmail, Google Sheets) and DocuSign
Experience with electronic filing systems and document management
Polished written and verbal communication skills
Ability to work autonomously while maintaining effective communication with team members
Strong understanding of and commitment to discretion and confidentiality